Stc11 types edits_corbin_oestreich

Types of Edits

Michelle Corbin & Linda Oestreich
May 2011

Agenda

Levels and Types Determining a
of Edits Type of Edit to
Complete

Types of Edits - STC Technical Communication Summit 2

Levels and Types of Edits


Defining what we do: “...imposing upon it a sense
of organization and rationality...” (Van Buren and
Buehler)
 Types of edit (9 types)
 Categories of editorial functions
 Coordination, policy, integrity, screening, copy
clarification, format, mechanical style, language, and
substantive
 Levels of edit (5 levels)
 Number of specific editorial functions (types of edits)
 Level 5 contains least number of editorial functions
(types of edits); Level 1 contains most number (all)


“Classic” levels of edit from Van Buren & Buehler
 Nine types classified into five levels

Level of Edit

Type of Edit Level 1 Level 2 Level 3 Level 4 Level 5

Coordination X X X X X

Policy X X X X X

Integrity X X X X

Screening X X X X

Copy Clarification X X X

Format X X X

Mechanical X X

Language X X

Substantive X


An “informal” approach: hierarchy of tasks (Tarutz)
 Defined a hierarchy, based on task difficulty, time on task,
and skill level involved
 Typical uses: establish common language, sizing &
estimating, training new editors, scheduling


“Informal” levels from Tarutz
 Turning pages – superficial look at text
 Skimming – obvious spelling, grammar, punctuation
 Skimming and comparing – internal consistency, cross-
references
 Reading – writing style, such as wording, usage
 Analyzing – organizational flaws, missing info,
redundancies, technical inconsistencies
 Testing and using – technical errors, usability problems


Content-focus instead of rules-focus (Nadziejka)
 Non-sequential, independent list of 3 levels; all deal with
“traditional editorial concerns of language, grammar,
format, and style, but also with the technical content” (p. 9)
 Lowest level of edit must include focus on content and
purpose, not just on grammar and style (or less); limited
time should not mean a limit our focus on the content
 Trade-off: Some typos or grammatical errors will exist
within a document (p. 7)


Content-focus levels of edit (Nadziejka)
 Rush Edit
 Not enough time for a complete edit
 Selection of editing tasks within the limited amount of time
 “...identifying substantive problems or errors that would adversely affect the reader’s
comprehension and the author’s reputation...”
 3 types of tasks to be completed in order, and as time allows:
 Technical content considerations
 Policy considerations
 Copyediting considerations
 Standard Edit
 Plenty of time to do a complete edit
 Complete editing of the document
 Includes all of the editing tasks in a Rush Edit, but in the order of the editor’s choosing:
 Technical content considerations
 Style considerations
 Language considerations
 Integrity considerations
 Policy considerations
 Revision Edit
 More time intensive edit
 Bringing several authors together
 Document is not nearing completion, is not yet ready for a Standard Edit
 Involves reorganization and major revisions to document


Negotiation-based types of edits (Weber)
 Rules-based editing
 Make a document correct, consistent, accurate, &
complete, using company standards and guidelines;
spelling, grammar, punctuation, capitalization,
hyphenation, legal
 Non-negotiable with the writer: the editor makes
corrections, enforces the rules
 Analysis-based editing
 Make a document functional and appropriate for readers,
focusing on concepts, content, organization, form & style
 Negotiatble with the writer: the editor suggests
improvements, identifies possible issues


Mapping types of edits to types of testing: Raising
awareness of technical editing as quality assurance
(Corbin et al, 2002, p. 290)
Type of Validation Testing Type of Technical Editing

System testing Comprehensive Editing
Integration testing Comprehensive editing can include these types of quality assurance activities:
Unit testing  Ensuring technical accuracy
 Understanding and working toward the big picture
 Reducing the amount of information
 Re-using information
 Customizing information for different software solutions
 Enabling continuous improvement

Usability testing Usability Editing
Usability editing can include these types of quality assurance activities:
 Ensuring the information can be easily retrieved
 Making the information accessible to all users
 Understanding the users well enough to make appropriate decisions about style and content

Function testing Copy Editing
Unit testing Copy editing can include these types of quality assurance activities:
 Ensuring the information can be easily translated
 Standardizing the information written by multiple writers
 Verifying each information deliverable


Textbook point of view: Defining editorial functions
and responsibilities (Rude)
 Two primary functions:
 Preparing documents for publication
 Text editing
 Two types of text editing:
 Comprehensive editing
 Copy editing

 Preparing documents for publication includes document
design & production type editing
 Primary purpose: Sizing, estimating, scheduling work;
“contract for editorial services”


Everyone does it: Simplifying or focusing the levels
(types) of edit (Baker)
 Developed “editing model” based on own experiences
 Reduce complexity; simplify and clarify
 Defined three “levels” (types) of editing:
 Knowledge editing (accuracy, completeness, logic)
 Language editing (grammar, punctuation)
 Layout editing (white space, formatting)


STC Technical Editing SIG watercooler chat on the
value of levels of edit
 Definition: “list of editing tasks, organized by levels...that
spells out what as an editor you will do”
 Common uses:
 Obtaining agreement of what will be done
 Prioritizing work
 Discussed the value of not doing the level 1 edit (focusing
more on grammar) and instead doing a higher level edit
(focusing more on technical content)


Evolution or revolution?
 Complexity is an artifact of the environment in which one works
 Larger corporations or teams might choose to define more types of
edits and adopt the levels as well
 Smaller companies or teams might choose to define fewer types of
edits and ignore the levels
 People used “levels” to mean “types”; much confusion over how “levels”
different from “types”; some moved towards “model”
 Define each type with specific sets of editing tasks to be completed;
many editors “nest” the types of edits (for example, a copy edit includes
a legal edit)
 Types of edits are most frequently used as job description, project
management tool, and training tool


Determining a Type of Edit
to Complete


Defining your types of edits
 Must have a clear definition of the standard types of edits
you will complete
 For this discussion, let’s consider this more common set:
 Legal edit – notices, trademarks, copyrights, licenses
 Copy edit – legal edit + rule-based errors in style guide,
especially for grammar, style, punctuation, and
formatting
 Comprehensive edit – copy edit + more possibly
subjective-based errors, especially for org,
completeness, logic, and accuracy


Characteristics that affect your choice
 Importance of project or release to the business
 Importance of project or release to the customer
 Importance of the information
 Type of information
 Amount of new and changed information
 Quality of existing information
 Experience of the writer
 Availability of resources (editor, writer, SMEs)
 Availability of time
 Globalization and translation of the information


Developing a “triage” system (Tarutz)
 Triage = Deciding on the desired quality of the book, and
then how much effort is required to attain that level of
quality
 Evaluate a project by rating on a scale of 1 (low) to 3 (high)
the following variables:
 Importance of the project
 Rapport with the writer
 Difficulty of the project
 Add the total points, books with the highest points need
more comprehensive editing


Developing a “decision tree” based on the
characteristics
 Time and resources are gating factor
 Choose most comprehensive type of all characteristics in decision tree
 Document decisions in editing plan, which should be part of a doc plan

Characteristic of the information Choose this type of editing

Information is critical to customer Comprehensive edit

Information is important to customer Copy edit

Information is mostly guidance Comprehensive edit

Information is mostly conceptual Comprehensive edit

Information is mostly reference Copy edit

Information contains known issues Comprehensive edit

Information is accurate/complete Legal edit

Writer of information is experienced Copy edit

Writer of information is new Comprehensive edit

Schedule allows ample time Comprehensive edit

Schedule allows minimal time Legal edit


Exercise: Define the types of edits
 Company XYZ is a large telecommunications company
 Within the software division, there is a team of 10 technical
writers and 1 technical editor
 The technical editor supports those writers & other SMEs
who produce information
 The company follows the Read Me First! style guide,
published by Sun Technical Publications
 Your task:
Using the information on slide 20, set up the types and
levels of edits that this team requires.


Summary


And in conclusion
 Both levels and types of edits exist, and you must choose
how complex your definition will be
 Devise a system for how you will determine what the most
appropriate edit to complete
 Ultimately, before you pick up the red pen:
Stop. Review. Plan. Then, you can edit.


References
 Baker, Justin. (2008). “Clarity for Editing.” Direction: The Newsletter for the STC Policies
& Procedures Special Interest Group, 2nd/3rd Quarters, 2-3.
 Corbin, M., Moell, P., & Boyd, M. (2002). “Technical Editing As Quality Assurance: Adding
Value to Content.” Technical Communication, 49 (3): 286-300.
 Nadziejka, D. (1995). “Needed: A Revision of the Lowest Level of Editing.” Technical
Communication, 42 (3): 278-283.
 Nadziejka, D. (1999). Council of Biology Editors Guidelines, Number 4: Levels of Technical
Editing. ISBN 0-914349-5-0. Reston, VA: Council of Biology Editors.
 Rude, C. D. (2006). Technical Editing (4th ed.). New York: Pearson Longman. [Chapters
1 & 24]
 STC Technical Editing SIG. (2010). “The Value of Levels of Edit.” Corrigo, 11 (1).
Available from: http://www.stc-techedit.org/tiki-
index.php?page=The+Value+of+Levels+of+Edit
 Tarutz, J. (1992). Technical Editing: The Practical Guide for Editors and Writers. Reading,
MA: Addison-Wesley Publishing Company.
 Van Buren, R. & Buehler, M.F. (1980). The Levels of Edit (2nd ed.). Arlington, VA:
Society for Technical Publication.
 Weber, J. H. (2002). Who needs a technical editor? Technical Editors’ Eyrie. Available
from: http://www.jeanweber.com/newsite/?page_id=19.
 Weber, J. H. (2002). Classifying editorial tasks. Technical Editors’ Eyrie. Available from:
http://www.jeanweber.com/newsite/?page_id=27.


Thank you!

Thank you!
 Michelle Corbin
(Michelle.L.Corbin@gmail.com)
 Linda Oestreich (lloriter@cox.net)


Stc11 types edits_corbin_oestreich

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